HASTINGS DISTRICT COUNCIL AND GENESIS ENERGY
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ELECTRICITY INDUSTRY PARTICIPATION CODE DISTRIBUTED UNMETERED LOAD AUDIT REPORT VERITEK For HASTINGS DISTRICT COUNCIL AND GENESIS ENERGY Prepared by: Steve Woods Date audit commenced: 13 November 2020 Date audit report completed: 2 December 2020 Audit report due date: 01-Dec-20 1
TABLE OF CONTENTS Executive summary ....................................................................................................................................... 3 Audit summary .............................................................................................................................................. 4 Non-compliances ................................................................................................................................ 4 Recommendations .............................................................................................................................. 5 Issues 5 1. Administrative ..................................................................................................................................... 6 Exemptions from Obligations to Comply with Code ................................................................. 6 Structure of Organisation .......................................................................................................... 6 Persons involved in this audit.................................................................................................... 7 Hardware and Software ............................................................................................................ 7 Breaches or Breach Allegations ................................................................................................. 7 ICP Data ..................................................................................................................................... 7 Authorisation Received ............................................................................................................. 8 Scope of Audit ........................................................................................................................... 8 Summary of previous audit ....................................................................................................... 9 Distributed unmetered load audits (Clause 16A.26 and 17.295F) ............................................ 9 2. DUML database requirements ..........................................................................................................10 Deriving submission information (Clause 11(1) of Schedule 15.3) .........................................10 ICP identifier and items of load (Clause 11(2)(a) and (aa) of Schedule 15.3) .........................11 Location of each item of load (Clause 11(2)(b) of Schedule 15.3) ..........................................11 Description and capacity of load (Clause 11(2)(c) and (d) of Schedule 15.3) .........................12 All load recorded in database (Clause 11(2A) of Schedule 15.3) ............................................12 Tracking of load changes (Clause 11(3) of Schedule 15.3) ......................................................15 Audit trail (Clause 11(4) of Schedule 15.3) ..............................................................................15 3. Accuracy of DUML database .............................................................................................................16 Database accuracy (Clause 15.2 and 15.37B(b)) .....................................................................16 Volume information accuracy (Clause 15.2 and 15.37B(c)) ....................................................18 Conclusion ...................................................................................................................................................21 Participant response .........................................................................................................................22 2
EXECUTIVE SUMMARY This audit of the Hastings District Council (HDC) Unmetered Streetlights DUML database and processes was conducted at the request of Genesis Energy Limited (Genesis), in accordance with clause 15.37B. The purpose of this audit is to verify that the volume information is being calculated accurately, and that profiles have been correctly applied. The audit was conducted in accordance with the audit guidelines for DUML audits version 1.1. A RAMM database is managed by HDC and monthly reporting is provided to Genesis. The database is remotely hosted by RAMM Software Ltd. The field work, asset data capture and database population is conducted by Pope Electrical. The audit identified three main issues, as follows: 1. In absolute terms, total annual consumption is estimated to be 73,700 kWh lower than the DUML database indicates, based on a field audit of 329 items of load. 2. Submission is based on a snapshot of the database at the end of the month and does not consider historic adjustments, or the fact that lights can be livened before they are entered into the database. 3. There are incorrect ballast wattages leading to over submission of 11,147 kWh per annum. The future risk rating of 30 indicates that the next audit be completed in three months. I recommend a next audit period of six to nine months to allow Genesis time to work through these issues with their agent. 3
AUDIT SUMMARY NON-COMPLIANCES Subject Section Clause Non-Compliance Controls Audit Breach Remedial Risk Risk Action Rating Rating Deriving 2.1 11(1) of In absolute terms, total Weak High 9 Identified submission Schedule annual consumption is information 15.3 estimated to be 73,700 kWh lower than the DUML database indicates. The monthly database extract provided does not track changes at a daily basis and is provided as a snapshot. Incorrect ballasts applied resulting in an estimated 11,147 kWh over submission. All load 2.5 11(2A) of Three additional lights Weak Low 3 Investigating recorded in Schedule identified by the field the database 15.3 count. Database 3.1 15.2 and In absolute terms, total Weak High 9 Investigating accuracy 15.37B(b) annual consumption is estimated to be 73,700 kWh lower than the DUML database indicates. Incorrect ballasts applied resulting in an estimated 11,147 kWh over submission. 4
Subject Section Clause Non-Compliance Controls Audit Breach Remedial Risk Risk Action Rating Rating Volume 3.2 15.2 and In absolute terms, total Weak High 9 Investigating information 15.37B(c) annual consumption is accuracy estimated to be 73,700 kWh lower than the DUML database indicates. The monthly database extract provided does not track changes at a daily basis and is provided as a snapshot. Incorrect ballasts applied resulting in an estimated 11,147 kWh over submission. Future Risk Rating 30 Future risk 0 1-4 5-8 9-15 16-18 19+ rating Indicative audit 36 months 24 months 18 months 12 months 6 months 3 months frequency RECOMMENDATIONS Subject Section Description Action Nil ISSUES Subject Section Description Issue Nil 5
1. ADMINISTRATIVE Exemptions from Obligations to Comply with Code Code reference Section 11 of Electricity Industry Act 2010. Code related audit information Section 11 of the Electricity Industry Act provides for the Electricity Authority to exempt any participant from compliance with all or any of the clauses. Audit observation Section 11 of the Electricity Industry Act provides for the Electricity Authority to exempt any participant from compliance with all or any of the clauses. Audit commentary There are no exemptions in place relevant to the scope of this audit. Structure of Organisation Genesis provided the relevant organisational structure: 6
Persons involved in this audit Auditor: Name Title Steve Woods Auditor Other personnel assisting in this audit were: Name Title Company Craig Young Excellence Leader - Reconciliation Genesis Energy Grace Hawken Technical Specialist - Reconciliations Team Genesis Energy Marius Van Niekerk Transportation Asset Manager Hastings DC Hardware and Software The RAMM database used for the management of DUML is remotely hosted by RAMM Software Ltd. HDC confirmed that the database back-up is in accordance with standard industry procedures. Access to the database is secure by way of password protection. Systems used by the trader to calculate submissions are assessed as part of their reconciliation participant audits. Breaches or Breach Allegations There are no breach allegations relevant to the scope of this audit. ICP Data ICP Number Description NSP Profile Number of Database wattage items of (kW) load 0000939902HBFF4 STREETLIGHTING FHL0331 NST 2593 164.673 MASTER ICP - FHL0331 0000939904HBE7B STREETLIGHTS - FHL0331 NST 103 10.725 RURAL MASTER ICP - FHL0331 0000045106HB0D7 STREETLIGHTING RDF0331 NST 21 2.49 MASTER ICP - RDF0331 7
0000045104HB052 STREETLIGHTING WTU0330 NST 4558 340.484 MASTER ICP - WTU0331 0000045107HBC92 STREETLIGHTS - RDF0331 NST 80 4.441 RURAL MASTER ICP - RDF0331 0000045105HBC17 STREETLIGHTS - WTU0331 NST 54 4.687 RURAL MASTER ICP - WTU0331 Authorisation Received All information was provided directly by Genesis or HDC. Scope of Audit This audit of the HDC DUML database and processes was conducted at the request of Genesis, in accordance with clause 15.37B. The purpose of this audit is to verify that the volume information is being calculated accurately, and that profiles have been correctly applied. The audit was conducted in accordance with the audit guidelines for DUML audits version 1.1. The database is remotely hosted by RAMM Software Ltd. The field work, asset data capture and database population is conducted by Pope Electrical. The database is managed by Beca Limited on behalf of HDC. The scope of the audit encompasses the collection, security and accuracy of the data, including the preparation of submission information based on the database reporting. The diagram below shows the audit boundary for clarity. Audit Boundary Pope Electrical HDC Field work and asset data Database capture reporting Beca Genesis Energy RAMM Software Ltd Reconciliation Database Preparation of submission Manager management information RAMM database 8
The audit was conducted in accordance with the audit guidelines for DUML audits version 1.1. The audit was carried out in Hastings on 13/11/20. A field audit was conducted of 329 items of load. Summary of previous audit Genesis provided a copy of the last audit report undertaken by Steve Woods of Veritek Limited in May 2019. The table below records the findings. Table of Non-Compliance Subject Section Clause Non-compliance Status Deriving 2.1 11(1) of Incorrect ballasts applied resulting in an Still existing submission Schedule 15.3 estimated 11,147 kWh over submission. information Database 3.1 15.2 and Incorrect ballasts applied resulting in an Still existing accuracy 15.37B(b) estimated 11,147 kWh over submission. Volume 3.2 15.2 and Incorrect ballasts applied resulting in an Still existing information 15.37B(c) estimated 11,147 kWh over submission. accuracy Table of Recommendations Subject Section Clause Recommendation for Improvement Status Nil Distributed unmetered load audits (Clause 16A.26 and 17.295F) Code reference Clause 16A.26 and 17.295F Code related audit information Retailers must ensure that DUML database audits are completed: 1. by 1 June 2018 (for DUML that existed prior to 1 June 2017) 2. within three months of submission to the reconciliation manager (for new DUML) 3. within the timeframe specified by the Authority for DUML that has been audited since 1 June 2017. Audit observation Genesis has requested Veritek to undertake this streetlight audit. Audit commentary This audit report confirms that the requirement to conduct an audit has been met for this database within the required timeframe. Compliance is confirmed. 9
2. DUML DATABASE REQUIREMENTS Deriving submission information (Clause 11(1) of Schedule 15.3) Code reference Clause 11(1) of Schedule 15.3 Code related audit information The retailer must ensure the: • DUML database is up to date • methodology for deriving submission information complies with Schedule 15.5. Audit observation The process for calculation of consumption was examined and the application of profiles was checked. The database was checked for accuracy. Audit commentary Genesis reconciles this DUML load using the NST profile. I checked the submission calculation provided by Genesis and found the correct kW and hours figures were used. The field audit found a large number of errors. In absolute terms, total annual consumption is estimated to be 73,700 kWh lower than the DUML database indicates. Submission is based on a snapshot of the database at the end of the month and does not consider historic adjustments, or the fact that lights can be livened before they are entered into the database. There is some inaccurate data within the database used to calculate submissions as detailed in the table below. This is recorded as non-compliance and discussed in sections 2.4, 3.1 and 3.2. Issue Volume information impact (annual kWh) Incorrect ballasts applied 11,147 kWh over submission Audit outcome Non-compliant Non-compliance Description Audit Ref: 2.1 In absolute terms, total annual consumption is estimated to be 73,700 kWh lower than the DUML database indicates. With: Clause 11(1) of Schedule 15.3 The monthly database extract provided does not track changes at a daily basis and is provided as a snapshot. Incorrect ballasts applied resulting in an estimated 11,147 kWh over submission. From: 01-Nov-17 Potential impact: High To: 15-Apr-19 Actual impact: High Audit history: Three times Controls: Weak Breach risk rating: 9 10
Audit risk rating Rationale for audit risk rating High The controls are rated as weak, because they are insufficient to ensure the database is accurate most of the time. The impact is assessed to be high, based on the kWh differences described above. Actions taken to resolve the issue Completion Remedial action status date Genesis has raised these instances with HDC and will follow up to 01/03/2021 Identified ensure the correct ballast is applied. Preventative actions taken to ensure no further issues will occur Completion date Genesis has reviewed the October data set provided by the HDC I November by the database administrator and found what Genesis believes to be inaccurate gear wattages (9 instances) annual kWh 265 ICP identifier and items of load (Clause 11(2)(a) and (aa) of Schedule 15.3) Code reference Clause 11(2)(a) and (aa) of Schedule 15.3 Code related audit information The DUML database must contain: • each ICP identifier for which the retailer is responsible for the DUML • the items of load associated with the ICP identifier. Audit observation The database was checked to confirm the correct ICP was recorded against each item of load. Audit commentary All items of load have an ICP recorded against them. Audit outcome Compliant Location of each item of load (Clause 11(2)(b) of Schedule 15.3) Code reference Clause 11(2)(b) of Schedule 15.3 Code related audit information The DUML database must contain the location of each DUML item. Audit observation The database was checked to confirm the location is recorded for all items of load. Audit commentary 11
The database contains fields for the street address and also GPS coordinates. There are three records that do not have GPS coordinates, but in all cases the item of load can be located by the address. Audit outcome Compliant Description and capacity of load (Clause 11(2)(c) and (d) of Schedule 15.3) Code reference Clause 11(2)(c) and (d) of Schedule 15.3 Code related audit information The DUML database must contain: • a description of load type for each item of load and any assumptions regarding the capacity • the capacity of each item in watts. Audit observation The database was checked to confirm that it contained a field for lamp type, wattage capacity, and included any ballast or gear wattage. Wattages were checked for alignment with the published standardised wattage table produced by the Electricity Authority. Audit commentary Fields exist in RAMM for lamp make and model. I analysed the database and found no blank records, but there were several incorrect ballast wattages, as recorded in section 3.1. Audit outcome Compliant All load recorded in database (Clause 11(2A) of Schedule 15.3) Code reference Clause 11(2A) of Schedule 15.3 Code related audit information The retailer must ensure that each item of DUML for which it is responsible is recorded in this database. Audit observation The field audit was undertaken of 329 lights using the statistical sampling methodology. The population was divided into the following strata: • Amenity, • Roading A-H, • Roading I-M, • Roading N-Z, and • NZTA. Audit commentary The field audit findings are detailed in the table below and show some discrepancies. 12
Road SLIM Pole DB watts Field watts Comments PARK ROAD SOUTH 0 103 Additional 103W LED TE AUTE ROAD 0 114 Additional 100W HPS TE AUTE ROAD 0 114 Additional 100W HPS FERRY ROAD 79 - 93 33044 83 21 LED estimated at 21 watts KIRKWOOD ROAD 38851 114 134 134 watt LED installed KIRKWOOD ROAD 38870 114 134 134 watt LED installed KIRKWOOD ROAD 39923 114 134 134 watt LED installed KIRKWOOD ROAD 38944 114 134 134 watt LED installed KIWI LANE 28 0 Light has been removed 37717 NELSON STREET SOUTH 36158 153 68 68 watt LED NELSON STREET SOUTH 41849 102 75 75 watt LED NELSON STREET SOUTH 41847 102 75 75 watt LED NELSON STREET SOUTH 36066 168 75 75 watt LED NELSON STREET SOUTH 36026 168 75 75 watt LED NELSON STREET SOUTH 36021 168 75 75 watt LED NELSON STREET SOUTH 35984 168 75 75 watt LED NELSON STREET SOUTH 35969 168 75 75 watt LED NELSON STREET SOUTH 35933 168 75 75 watt LED NELSON STREET SOUTH 35927 278 75 75 watt LED 13
NELSON STREET SOUTH 35867 20 28 28 watt LED RUAHAPIA ROAD 33105 168 112 LED installed estimated at 112 watts (NORTH) SOUTHERN This is a double fitting with two 100 watt HPS. The 35800 114 228 CARPARK database has this recorded as a single fitting STATE HIGHWAY 36835 168 0 Fitting was not found in the field 51 STATE HIGHWAY 42054 150 112 112 W LED 51 STATE HIGHWAY 42053 150 112 112 W LED 51 The field audit found several discrepancies as recorded in the table above. This clause relates to lights in the field not recorded in the database. There were three additional lamps found in the field. Audit outcome Non-compliant Non-compliance Description Audit Ref: 2.5 Three additional lights identified by the field count. With: Clause 11(2A) of Potential impact: Medium Schedule 15.3 Actual impact: Low Audit history: None From: 01-Apr-19 Controls: Weak To: 16-Nov-20 Breach risk rating: 3 Audit risk rating Rationale for audit risk rating Low The controls are rated as weak, because they are insufficient to ensure the database is accurate most of the time. The impact is assessed to be low based on the kWh differences described above. Actions taken to resolve the issue Completion Remedial action status date Genesis has requested HDC review the asset database to ensure 01/03/2020 Investigating all assets are accounted for. Genesis will follow up with the council monthly to establish whether the database has been populated with the missing assets found in the field and that the assets not found are either removed or the correct locational details are populated. 14
Preventative actions taken to ensure no further issues will Completion occur date Tracking of load changes (Clause 11(3) of Schedule 15.3) Code reference Clause 11(3) of Schedule 15.3 Code related audit information The DUML database must track additions and removals in a manner that allows the total load (in kW) to be retrospectively derived for any given day. Audit observation The ability of the database to track changes was assessed and the process for tracking of changes in the database was examined. Audit commentary The database functionality achieves compliance with the code. Audit outcome Compliant Audit trail (Clause 11(4) of Schedule 15.3) Code reference Clause 11(4) of Schedule 15.3 Code related audit information The DUML database must incorporate an audit trail of all additions and changes that identify: • the before and after values for changes • the date and time of the change or addition • the person who made the addition or change to the database. Audit observation The database was checked for audit trails. Audit commentary The database has a complete audit trail. Audit outcome Compliant 15
3. ACCURACY OF DUML DATABASE Database accuracy (Clause 15.2 and 15.37B(b)) Code reference Clause 15.2 and 15.37B(b) Code related audit information Audit must verify that the information recorded in the retailer's DUML database is complete and accurate. Audit observation The DUML Statistical Sampling Guideline was used to determine the database accuracy. The table below shows the survey plan. Plan Item Comments Area of interest Hastings District Council streetlights Strata The database contains items of load in the Hastings District Council area. The processes for the management of items of load are the same, but I decided to place the items of load into five strata, as follows: • Amenity, • Roading A-H, • Roading I-M, • Roading N-Z, and • NZTA. Area units I created a pivot table of the roads in each area and I used a random number generator in a spreadsheet to select a total of 38 sub-units. Total items of load 329 items of load were checked. Wattages were checked for alignment with the published standardised wattage table produced by the Electricity Authority. Audit commentary Database accuracy based on the field audit A field audit was conducted of a statistical sample of 329 items of load. The “database auditing tool” was used to analyse the results, which are shown in the table below. Result Percentage Comments The point estimate of R 96.7 Wattage from survey is lower than the database wattage by 3.3% RL 87.8 With a 95% level of confidence it can be concluded that the error could be between -12.2% and +1.2% RH 101.2 16
These results were categorised in accordance with the “Distributed Unmetered Load Statistical Sampling Audit Guideline”, effective from 01/02/19 and the table below shows that Scenario C (detailed below) applies. The conclusion from Scenario C is that the variability of the sample results across the strata means that the true wattage (installed in the field) could be between 12.2% lower and 1.2% higher than the wattage recorded in the DUML database. Non-compliance is recorded because the potential error is greater than 5.0%. In absolute terms the installed capacity is estimated to be 17.0 kW lower than the database indicates. There is a 95% level of confidence that the installed capacity is between 6 kW higher and 64 kW lower than the database. In absolute terms, total annual consumption is estimated to be 73,700 kWh lower than the DUML database indicates. There is a 95% level of confidence that the annual consumption is between 274,300 kWh p.a. lower to 27,200 kWh p.a. higher than the database indicates. Scenario Description A - Good accuracy, good precision This scenario applies if: (a) RH is less than 1.05; and (b) RL is greater than 0.95 The conclusion from this scenario is that: (a) the best available estimate indicates that the database is accurate within +/- 5 %; and (b) this is the best outcome. B - Poor accuracy, demonstrated with statistical This scenario applies if: significance (a) the point estimate of R is less than 0.95 or greater than 1.05 (b) as a result, either RL is less than 0.95 or RH is greater than 1.05. There is evidence to support this finding. In statistical terms, the inaccuracy is statistically significant at the 95% level C - Poor precision This scenario applies if: (a) the point estimate of R is between 0.95 and 1.05 (b) RL is less than 0.95 and/or RH is greater than 1.05 The conclusion from this scenario is that the best available estimate is not precise enough to conclude that the database is accurate within +/- 5 % As detailed in section 2.1, incorrect ballasts are applied resulting in an estimated 11,147 kWh over submission. 17
Audit outcome Non-compliant Non-compliance Description Audit Ref: 3.1 In absolute terms, total annual consumption is estimated to be 73,700 kWh lower than the DUML database indicates. With: Clause 15.2 and 15.37B(b) Incorrect ballasts applied resulting in an estimated 11,147 kWh over submission. Potential impact: High From: 01-Nov-17 Actual impact: High To: 15-Apr-19 Audit history: Three times Controls: Weak Breach risk rating: 9 Audit risk rating Rationale for audit risk rating High The controls are rated as weak, because they are insufficient to ensure the database is accurate most of the time. The impact is assessed to be high, based on the kWh differences described above. Actions taken to resolve the issue Completion Remedial action status date Genesis has requested HDC review the asset database to ensure 01/03/2020 Investigating all asset information is complete and accurate. Genesis will follow up with the council monthly for exception management. Preventative actions taken to ensure no further issues will occur Completion date Volume information accuracy (Clause 15.2 and 15.37B(c)) Code reference Clause 15.2 and 15.37B(c) Code related audit information The audit must verify that: • volume information for the DUML is being calculated accurately • profiles for DUML have been correctly applied. Audit observation The submission was checked for accuracy for the month the database extract was supplied. This included: • checking the registry to confirm that the ICP has the correct profile and submission flag, and • checking the database extract combined with the burn hours against the submitted figure to confirm accuracy. 18
Audit commentary Genesis reconciles this DUML load using the NST profile. I checked the submission calculation provided by Genesis and found the correct kW and hours figures were used. The field audit found a large number of errors. In absolute terms, total annual consumption is estimated to be 73,700 kWh lower than the DUML database indicates. Submission is based on a snapshot of the database at the end of the month and does not consider historic adjustments, or the fact that lights can be livened before they are entered into the database. There is some inaccurate data within the database used to calculate submissions as detailed in the table below. This is recorded as non-compliance and discussed in sections 2.4, 3.1 and 3.2. Issue Volume information impact (annual kWh) Incorrect ballasts applied 11,147 kWh over submission Audit outcome Non-compliant Non-compliance Description Audit Ref: 3.2 In absolute terms, total annual consumption is estimated to be 73,700 kWh lower than the DUML database indicates. With: Clause 15.2 and 15.37B(c) The monthly database extract provided does not track changes at a daily basis and is provided as a snapshot. Incorrect ballasts applied resulting in an estimated 11,147 kWh over submission. From: 01-Apr-19 Potential impact: High To: 16-Nov-20 Actual impact: High Audit history: Three times Controls: Weak Breach risk rating: 9 Audit risk rating Rationale for audit risk rating High The controls are rated as weak, because they are insufficient to ensure the database is accurate most of the time. The impact is assessed to be high, based on the kWh differences described above. Actions taken to resolve the issue Completion Remedial action status date Genesis has requested HDC review the asset database to ensure 01/03/2020 Investigating all asset information is complete and accurate. Genesis will follow up with the council monthly for exception management. Tracking of changes has been requested by Genesis to be included in the monthly reporting. 19
Preventative actions taken to ensure no further issues will occur Completion date Genesis has reviewed data sets and provided feedback to the database administrator outlining the importance of change tracking. Genesis will need to work further with the council’s contractor find the solution to this non-compliance. 20
CONCLUSION The audit was conducted in accordance with the audit guidelines for DUML audits version 1.1. A RAMM database is managed by HDC and monthly reporting is provided to Genesis. The database is remotely hosted by RAMM Software Ltd. The field work, asset data capture and database population is conducted by Pope Electrical. The audit identified three main issues, as follows: 1. In absolute terms, total annual consumption is estimated to be 73,700 kWh lower than the DUML database indicates, based on a field audit of 329 items of load. 2. Submission is based on a snapshot of the database at the end of the month and does not consider historic adjustments, or the fact that lights can be livened before they are entered into the database. 3. There are incorrect ballast wattages leading to over submission of 11,147 kWh per annum. The future risk rating of 30 indicates that the next audit be completed in three months. I recommend a next audit period of six to nine months to allow Genesis time to work through these issues with their agent. 21
PARTICIPANT RESPONSE Genesis has requested the council to review its asset information and to find a solution enabling the tracking of change information to be reporting monthly to the trader. 22
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